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Каспинфо август 2001 |
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Название: Форма заявки программы грантов КЭП на англ. яз. Главные Пункты: * Руководство по заполнению формы заявки и форма заявки для Программы Малых Совместных Грантов КЭП. Крайний срок подачи заявок перенесен на 28 сентября 2001 г. (23.08.2001) Полный Текст Форма заявки программы грантов КЭП на англ. яз. MATCHED SMALL GRANTS PROGRAM APPLICATION FORMS & GUIDELINES A WORLD BANK PROGRAM FOR THE ENVIRONMENT OF THE CASPIAN REGION MSGP/CEP Baku, August 15, 2001 APPLICATION GUIDELINES AND FORMS THIS DOCUMENT IS DESIGNED TO ASSIST APPLICANTS IN PREPARING A FULL APPLICATION FOR THE MATCHED SMALL GRANTS PROGRAM. A COMMITTEE OF REPRESENTATIVES FROM EACH CASPIAN LITTORAL STATE, THE CASPIAN ENVIRONMENT PROGRAMME AND THE WORLD BANK WILL SELECT THE BEST PROPOSALS. DEADLINE FOR SUBMISSION OF APPLICATIONS IS SEPTEMBER 28, 2001. ONLY FULLY COMPLETED APPLICATIONS MADE ACCORDING TO THIS FORMAT WILL BE CONSIDERED FOR SELECTION. DESCRIPTION OF THE MATCHED SMALL GRANTS PROGRAM The Matched Small Grants Program (MSGP) is an element of the Caspian Environment Program (CEP), a regional initiative to promote the sustainable development and management of the Caspian environment, a major and unique ecosystem under threat from pollution and loss of biodiversity. PURPOSE OF THE PROGRAM The purpose of the MSGP is to advance small-scale investment or pilot projects to address urgent environmental problems in the Caspian region. With this program small-scale priority projects can be implemented quickly, in order to take curative or preventive actions; the MSGP also helps to develop capacity for further actions to improve the Caspian environment. ELIGIBILITY The Matched Small Grants Program operates in the five Caspian littoral states: Azerbaijan, Iran, Kazakhstan, Russia and Turkmenistan. The Caspian region is defined as the sea, the coastal regions and 100 km inland from the shores of the sea, and the major tributaries. The following types of organizations are eligible to apply for the MSGP: Private sector: companies, businesses, and scientific institutions, both foreign and locally owned; Governmental sector: companies, local, provincial and national authorities, utilities, state scientific institutions and committees working on the regional level in the Caspian Sea region; Non-governmental sector: foreign NGO's, local NGOs, local associations. Applicant organization must be legally registered in one of the Caspian countries. A copy of this registration must be attached in Annex III as part of the application packet. Partnership between two countries and/or cooperation across different sectors is encouraged. However, one lead organization must be designated as fully responsible for the project implementation. The grant agreement must be written in the name of the lead organization, which will serve as the sole contact for the Matched Small Grants Program with responsibility for all reporting. TYPES OF PROJECTS Under the MSGP, small-scale investment or pilot projects will be financed that produce tangible, practical results. Projects eligible under the program may address the following areas: · Transboundary biodiversity and protection of endangered species in the Caspian region; · Clean up of existing pollution in the Caspian region; · Desertification of the Caspian coastal regions; · Ecological agriculture; · Use of alternative energy sources and environmentally friendly technologies in order to reduce possible climate change effects in the Caspian region; · Prevention of air, water, and soil pollution from industry, agriculture or human settlements; · Provision of safe drinking water and wastewater treatment services; and · Other Caspian environmental and bio-resources management problems. MATCHING AND AWARD AMOUNT Grants may range from US$ 10,000 up to US$ 100,000. 100% matching of the grant amount is mandatory; total project budgets therefore range from US$ 20,000 to US$ 200,000 or more, if the applicant identifies additional resources. Matching funds may come from the applicant or from a partner, whose name must be shown under the box "partner" of the cover sheet. If the funds come from the applicant organization, then appropriate proof should be provided in the form of bank statements, accounting reports or other financial documentation. If the funds come from a partner organization, then the lead organization must have written verification of authorization to disburse the funds. (Verification of matching funds must be attached in Annex IV of the application.) DURATION OF THE PROJECT The Award Agreement must be signed and the project must begin within three months of the award notification. The project duration shall be no longer than 18 months. The project must be completed, including all reporting, by December 31, 2003. SELECTION CRITERIA Applications will be evaluated based on the following criteria. Equal weight will be given to each point. Impact The project assists in solving one or more priority environmental problems of the Caspian region; The results of the project are sustainable; The project will generate tangible results, which can be verified with clearly set indicators; The project has transboundary environmental impact, OR can be replicated on a larger scale or elsewhere in the Caspian region. Budget (Annex I) 100% matching of funds is provided by the applicant (50% in-kind contribution of the applicant is allowed) and the ability of the applicant to make this contribution is clear from financial documentation attached to the application in Annex IV; The budget is complete, reasonable and cost-effective. It is clearly explained, proposing realistic and cost-effective solutions and spending limited funds in the most efficient manner. Planning and feasibility The goals and objectives are feasible and relevant for the targeted environmental problem at the geographical location of the project; The workplan (Annex II) clearly defines the key activities that are required to achieve the objectives as well as the planned timing of each of the key activities; The applicant organization is capable of implementing and completing the project as proposed, both financially and organizationally. CONDITIONS Each grantee must attend the one-day Grantee Orientation, where the Award Agreement is signed, grantees introduce their projects to one another, and MSGP staff explains the reporting and project management procedures. Cost of attending the Grantee Orientation (travel and lodging) should be included in the budget of the application. The first Grantee Orientation will be held in Baku, Grantees should therefore budget an amount sufficient to cover the necessary travel and lodging for the participation of the project manager in the Grantee Orientation. The Matched Small Grants Program does not fund activities undertaken prior to the date of the signed Award Agreement (except for travel costs to attend the Grantee Orientation). The Selection Committee of the Matched Small Grants Program reserves the right to make conditional awards. The grantee is responsible for handling all taxes incurred by the project in accordance with the relevant policies and regulations in his/her country. MSGP will assist, where possible, in getting tax exemption status for grantee, but final responsibility lies with the grantee. MSGP grant may not be used to cover taxes, though applicants may include taxes in their matching contribution Any publications published by the grantee as a result of the grant, such as studies, manuals, newsletters, or brochures must acknowledge the support of the Matched Small Grants Program and the Caspian Environment Program. Equipment acquired for execution of the project may remain with the grantee upon completion of the project. The grantee owns all intellectual property created under a Matched Small Grants Award, however, the World Bank has the non-exclusive right to use and reproduce them at no cost. The Matched Small Grants Program reserves the right to publish and distribute a narrative success story and lessons learned from any of the projects implemented under the Program. An organization currently working on a project funded partly by a Matched Small Grant cannot apply for another Matched Small Grant before the final report of the first project has been submitted and accepted by the Matched Small Grants Program. GRANT PAYMENT AND REPORTING REQUIREMENTS Matched Small Grants will be disbursed in USD only to a legitimate bank account of the grantee. All budgets and reports should be made in USD, with conversion for receipts containing prices in local currency. All Matched Small Grant recipients shall prepare progress and final reports. All reports consist of narrative and financial sections. Reporting forms and procedures will be introduced to the grantees at the Grantee Orientation. Grantees must supply copies of all invoices and receipts in their financial report for expenditures on salaries, equipment, travel, hotels, rent, service providers, printing and reproduction as well as for any other expense exceeding 25 USD. Matched Small Grants will be paid in a minimum of three installments, to include a maximum initial disbursement of 15% and a minimum final disbursement of 20%. For grants less than 25K, three disbursements are usually adequate. For grants of 25-49K, four disbursements or more will be made. For grants 50K or more, at least 5 disbursements are required. Standard installments are as follows: Less than 25K 25K - 49K 50K or more Disbursement 1 15% 15% 15% Disbursement 2 65% 30% 20% Disbursement 3 ** 35% 20% Disbursement 4 ** ** 25% Final Disbursement 20% 20% 20% Applicants may request an alternative disbursement schedule if the nature of their project requires it, but the Selection Committee will decide whether this is justified, and will approve only well substantiated requests for alternative disbursement. The purchase of goods, works and services costing over 250 USD must follow the procurement rules, as described in the attached 'Procurement Guidelines for the MSGP'. Reporting according to the procurement rules is obligatory. If these rules are not followed, or reporting does not clearly reflect compliance with them, the expense will be disallowed. The grantee may make budget changes of up to 20% to any line item, providing there is no change to the overall budget. For line item changes of over 20%, the grantee must request and receive MSGP staff permission prior to making the change. Matched Small Grants Program staff and World Bank representatives (or private audit firms authorized by them) reserve the right to audit the grantee and monitor the project performance at any time. The grantee must maintain full financial records, including all original receipts and invoices for at least three years following the completion of the project. THE MATCHED SMALL GRANTS PROGRAM APPLICATION A complete Matched Small Grants Program application consists of the following documents: Properly completed MSGP Cover Page; A narrative description of the proposed project following the guidelines below (maximum 5 pages); Annex I - the MSGP Budget Table and Budget Summary (form attached); Annex II - the MSGP Work plan (form attached); Annex III - a copy of legal registration of the applicant organization (in one of the Caspian States); Annex IV - all other necessary financial documentation including: verification of applicant's matching funds, salary or fee rate verification of all those to be funded by the project, rental agreements, and any other documentation necessary for financial clarification of budget. The 'Procurement Guidelines for the MSGP' are provided as Attachment 1 of this document. One original of the full application must be submitted to the Matched Small Grants Program staff by September 28, 2001. The applicant is responsible for the complete delivery of the project proposal and may call or email or fax to confirm receipt of the proposal. Applications should be mailed or hand delivered to the address of the MSGP in Baku: Matched Small Grants Program/ Caspian Environmental Programme Government House, Room #108, Entrance 3 40 Uzeir Hadjibeyov Street Baku 370016, Azerbaijan The full application should be made in the format provided, following the sequence mentioned above. Please do NOT bind together the application, because the Matched Small Grant Program staff will need to make copies for the Evaluation Committee. Incomplete applications will not be considered. If additional materials, not specified in the list above, are attached to the application, they will not be forwarded to the evaluations committee in order to ensure the comparability of the applications. The full application must be prepared in English by all applicants. Applicants from Azerbaijan, Kazakhstan, Russia and Turkmenistan, should submit the application in English and Russian. Only the copies of legal registration of the applicant may be submitted in the original language. Applicants are responsible for the quality of their translations. Poor quality translations may not receive proper consideration during evaluation. GUIDELINES FOR NARRATIVE DESCRIPTION In the narrative description the applicant explains why the project is important, how it will help to solve one or more environmental problems, where the project will take place, and who will undertake what actions. Finally a description needs to be given on how the work will be organized to produce a successful project with concrete results. The narrative part of the application should be no longer than 5 pages, typed or word-processed with character size of 12 points and minimal line spacing of 1.5. The document must be clear and concise. The narrative description includes the following seven main topics: Title of the project - 2 sentences Choose a short title specifying the type of project. A more explanatory sub-title may be added, for example specifying the geographical region where the project will be implemented. Background and problem statement - 0.5 page Explain the environmental problem the project addresses, where and how this problem occurs, what the consequences are and for whom. If necessary give the background of the problem, its history and/or the current developments surrounding it. Reliable data on the current situation will help the committee to understand the impact of the project. Goal and objectives - 0.25 page Define the overall goal of the project, which then is split up into more detailed and specific objectives. The goal gives the direction of the project, and the specific objectives to be reached as a result of a successful project. Proposed project activities - 2 pages This section gives all information on 'who will do what, when and where'. In these two pages, specify the environmental problem(s) you are addressing and how you will address it. Describe thoroughly the different project phases, activities planned, equipment to be bought and tasks to be performed. The phases as described in this section should correspond directly to the phases shown in the work plan (Annex II of the application). Expected results - 0.5 page List the results that your organization would expect to see as the outcome of the proposed project. Make sure that the results follow logically from the activities you propose to implement. Describe the expected results in such a way that it is clear when you consider the project a success. Deliverables and indicators for success - 0.75 page Based upon your expected results, develop quantitative indicators to measure whether you reached that result or not. These indicators will ensure that the evaluations committee understands the project targets and their successful completion. Indicators will be used to measure project outcomes. Applicants are requested to develop relevant environmental indicators and to describe how the indicators will be measured. Deliverables may be various, for example: the number of square kilometers cleaned, hectares reclaimed from desertification, percentage increase in hatchery output, increase in waste water treatment capacity by x%, etc. This section should also identify any risks or constraints beyond the control of your organization that could prevent the successful implementation of the project. Sustainability and/or follow up of the project - 0.75 page An important criterion for the Matched Small Grants Program is the future sustainability of the project. Describe project follow up. Explain how you envision that the given environmental problem will improve for the long term. If you cannot foresee long-term improvement of the problem, then explain what actions will be taken to ensure that the impact of the project will not be lost. Develop a strategy for the replication of the project elsewhere, or on a larger scale, and specify how you propose that such a follow up will actually take place. Refer to the Selection Criteria while preparing your application. MATCHED SMALL GRANTS PROGRAM COVER PAGE The cover page is the first page of your full application. It should be filled out clearly, so that the MSGP has complete contact information. Do not fill out the gray box marked: "To be filled out by MSGP staff." MATCHED SMALL GRANTS PROGRAM BUDGET TABLE AND SUMMARY The Matched Small Grants Program Budget Summary is designed to give a clear summary of the budget by showing the breakdown of the part financed by the Matched Small Grant, and the part financed by the applicant as in-kind and cash resources. If an additional, third (or fourth) funding source it to be used, these amounts should also be identified. The budget for the Matched Small Grants Program must be filled in completely, showing all figures in USD. In the Budget Table list completely all expenses related to the proposed project. All activities must be broken down into costs matching the budget line items provided in the Budget Table. The subtotals for each section of the budget table correspond to each line of the Budget Summary. For your understanding, a sample Budget Table and a sample Budget Summary are attached. Applicants may adjust the blank Budget Table and Summary Forms by adding lines and pages as necessary in the format provided. In the budget, show the unit of measurement for each expected cost (for example a trip), how many of these units you need (for example one to Baku for the Grantee Orientation), the price per unit (for example 280 USD plane ticket) and the total (280*1 in this example). After the column for 'Total' you find columns specifying the source of funds for each line item. Under the Matched Small Grants Program a maximum of 50% of the total project budget can be financed. The other 50% of the project must be financed by the grantee. A maximum of 25% of the total project costs can be supplied by in-kind donations. The other 25% or more of the total project cost must be provided in cash by the applicant organization(s). The matching funds and the in-kind contributions can be made to any line items in the budget. For every line item, show the source of funds (whether from the grant, matching funds, or in-kind contribution, or some combination of the above). Additional funding from a third party may also be included, but is not required. In-kind contributions are the applicant's allocations of human and material resources, estimated in terms of their costs. In-kind contributions include work time (dedicated to the project), facilities, supplies, and other goods and services directly benefiting the project activities. Office equipment such as computers, printers, fax machines, cannot be included as in-kind contributions. For all in-kind contributions, specify their exact nature and estimate their worth in accordance with current market rates for rental or purchase of the items or services. The value of volunteer services can be estimated by the going market rates for that type of labor. Competitive procurement of goods, works and services costing more than 250 USD is required. The relevant procedures for competitive procurement are given in the attached 'Procurement Guidelines for MSGP'. The Budget Summary and the Budget Table form Annex I of your application. CLARIFICATION OF BUDGET LINE ITEMS 1. Employment Costs/Salaries These are human labor costs for implementation of the project. Also include cost of labor required for reporting. As a unit for calculation of salary cost, you may use a day, week or month. Estimate the amount of time required for each position. Specify the name of the person (if known) who will do the job and the position. Daily or monthly pay rates must be reasonable for the site of the project. Verification of average salary for the past year for each known person to be hired should be provided in Annex IV. Where it is still unknown who will be hired, specify a salary that is within the range of current market rates for such a position. 2. Travel Include information on destination, means of transportation and the number of travelers. For every trip all items must be filled in. If per diem is included, indicate the number of days and the rates used. Standard units are provided in the Budget Table. The first item to be entered is the travel for the Grantee Orientation. Depending on your point of origin this means one plane ticket in the range of 100-400 USD, 1 or 2 nights lodging at 50 USD per night. NOTE: Every applicant must include costs for attending the Grantee Orientation into the Budget Table. 3. Equipment Specify the type of equipment/technology that you intend to purchase and the estimated cost. Equipment or environmental technology includes any essential and tangible property that costs more than 100 USD and has a useful life of more than one year. (Software is "equipment" if it costs more than 100 USD). The equipment must be a separate and complete item to be used during project implementation and for project purposes. Please keep in mind that any equipment purchased for the project, costing more than 250 USD must follow the procurement rules, as described in the attached 'Procurement Guidelines for MSGP'. The cost of shipping and customs duties for equipment should be included in this line item. 4. Supplies Specify the type of supplies you plan to buy and the estimated costs. Provide breakdown by types of supplies, listing specific items necessary. Office supplies include: paper, pencils, toner cartridges, floppy disks, etc. as well as any software costing less than 100 USD. Project supplies are consumables used during project implementation costing less than 100 USD a piece; these could be chemicals, spare parts, plastic waste bins, etc. 5. Services Explain which services you intend to use during project implementation. These can be specialist professional, labor, translation, computer, publication or other services. When using the item 'other services' please specify which services these will be. A standard unit for services is the workday, but if in your case it is a workweek or month, you can use that as well. Fill in the name of the company or person providing the service (if known) together with the type of service in the first column of the Budget Table. 6. Printing and Reproduction Specify all costs you intend to make for printing and reproduction. Clarify the amount of pages you need to copy at an outside copy-service, or instead indicate how much you will spend per month on an outside copy service. Specify all publications you intend to make and estimate their costs per copy. 7. Communication Costs Specify the estimated monthly costs for telecommunication (phone and fax), postage and electronic communication. 8. Rent The Matched Small Grants Program accepts rent of your office or project facility as an in-kind contribution, but the costs for rent given in the budget must be reasonable in relation to the size of the project and the time you and your staff spend on the project. For example, an office of 10 rooms would be excessive for a project that requires only 4 staff. To deal with this, the applicant can make an in-kind contribution of part of the rent, specifying the percentage of total monthly rent and attaching a copy of the rental agreement in Annex IV. Rent for a meeting room or conference room must be specified under this budget line as well. Office rent should be calculated using the month as the standard unit. A meeting room should be calculated per day. If rent is an in-kind contribution, a copy of the rental agreement should be attached to the application. 9. Other Costs Specify any other direct costs you intend to make, which do not fit under any of the other budget line items mentioned above. MATCHED SMALL GRANTS PROGRAM WORKPLAN FORMAT Attached is a blank MSGP Work Plan, which you should adjust for your grant amount. The work plan specifies all key-activities you are planning for your project, as well as when you plan to do that activity. The MSGP Work Plan Format provides a time frame of maximum 18 months. In order to give a clear overview of all activities, divide your project into phases, for example a start-up phase in which you begin the project, implementation phase(s) in which the main work is being done and an evaluation phase in which you evaluate the outcomes of the project and prepare the final reports. It is important that your list of activities and/or tasks shows step-by-step what you are planning to do during all phases of your project. Phases should correspond to disbursement of grant funds and should be adequately explained in the narrative section of the application. The first activity for all grantees will be participation in the Grantee Orientation. The Grantee Orientation is planned for December 2001 and will be held in Baku. The exact date will be announced when grant winners are notified. Fill out the work plan by marking an 'X' where certain activities and/or tasks will be completed and specifying the name of the activity or task that you have described in the narrative portion of the application. The MSGP Work Plan is Annex II of your full application. ASSISTANCE For assistance please do not hesitate to contact the MSGP staff. Ms. Donna Stewart and Mr. Kamran Abdullayev are available to assist you with your project application. You can contact them at the following address: Matched Small Grants Program/ Caspian Environmental Programme Government House, Room # 108 40 Uzeir Hadjibeyov Street, 1st Floor, Entrance #3 Baku 370016, Azerbaijan Phone: (99412) 97-17-85, 93-80-03 Fax: (99412) 97-17-86 Kabdullayev@ caspian.in-baku.com Dstewart@caspian.in-baku.com www.caspianenvironment.org |